The days of checking into an event with a paper and pen are long gone—or they should be, at least. You don’t want to hold an event with outdated processes that take unnecessary time. Doing that will only make your guests question whether your event is really worth attending.
Instead, it’s best to take advantage of today’s technology and use event check-in kiosks. These self-service kiosks are much faster than manually checking in with an employee. With the right check-in software, you can get each guest checked in within a minute or two.
If you’re not tech-savvy, switching to self-service check-in kiosks might feel intimidating. Whether you’re brand-new to kiosks or looking to change check-in software providers, our guide to setting up your kiosks can help you make the check-in process seamless.
First: Decide Your Check-In Location
After you’ve selected your venue, you’ll need to develop a plan for your check-in kiosks. Take a look at your venue to find the best place for your kiosks. Your individual needs might vary, but here are some aspects to consider in an ideal check-in area:
- An easily accessible, visible area
- A large, open room
- An area equipped with several power outlets
- A room with strong network connectivity
Remember that your check-in area will be your guests’ first impression of your event, so you want to make it look good. It may not be crucial for event success, but a bright, well-lit area always provides a positive effect.
Next: Determine the Amount of Kiosks You’ll Need
After selecting your check-in location, you’ll need to determine the number of kiosks you’ll need. The number will depend on several factors, including the size of your attendee list and the length of your check-in process.
You should also consider whether you’ve given your attendees a check-in time slot. Some event managers offer early check-in options for VIP guests. Others stagger their guests’ arrival times over an hour or two. And others allow their guests to check in whenever they want within the check-in time.
The general rule of thumb is to supply one kiosk for every 100 guests. However, if you’re expecting most of your guests to arrive at the same time, supplying more kiosks is a good idea to handle a higher traffic volume.
Additionally, a longer check-in process requires more kiosks. Generally, it’s better to opt for a quick check-in process that gets your attendees checked in within a minute or two (more on that below).
Last, you should also consider supplying a few extra kiosks: one or two for last-minute registrants and one or two backups in case any experience malfunctions.
If you’re unsure how many kiosks to provide, consult with your check-in software provider. After you’ve decided on a number, compare it with the number of power outlets in your check-in area. You may need to bring power strips or extension cords.
Then: Verify with Your Software Provider
Next, it’s time to confirm the details with your event check-in software provider. Are their registration and check-in systems compatible with your kiosks? Does the software require any additional hardware like printers? If so, do you need to provide it?
Here are two additional questions to ask your provider:
- Do they provide their own kiosks?
- Do they provide tech support personnel?
Ideally, you should find a software vendor that provides both. That way, there’s much less for you to figure out—all you need to do is handle the details of the venue, and your provider can take care of the rest.
If your provider doesn’t supply tech support experts, you’ll need to supply some of your own for your attendees. Tech questions can arise at any time, especially if guests need help changing or updating the information they entered during registration. It’s essential that you have experts to quickly aid your guests and keep the check-in process going smoothly.
Last: Perform a Trial Run
The last thing you’d want is to think you’re completely prepared for your guests to check in, only to find that something goes wrong on opening day.
To avoid that mishap, you’ll want to send your kiosks through a trial run before check-in. Assign your tech personnel to their locations and send a small group of employees through a trial check-in. This will help you identify any potential problems with your kiosks, check-in software, badge printers, or general check-in setup.
Make Check-In a Success with Kiosks
Self-service kiosks make the event check-in process a smooth, quick transition into your event. It’s essential to give registrants the best initial experience with your event, and providing them with check-in kiosks is the perfect way to show them what to expect. By pairing your kiosks with a powerful, well-planned check-in system, you can streamline operations and set the tone for an efficient, organized, and exciting event.
Infographic
The days of checking into events with paper and pen should be over. Embrace modern technology with event check-in kiosks. This infographic will guide you on setting up kiosks for a seamless check-in process.
